Important: You can only enrol students if your subject/course exists as a site in UTSOnline. To create a new UTSOnline site, please refer to the Request A New UTSOnline Site help page.
On this page:
- The Re-enrolment form
- How does submitting the Re-enrolment form add students to my UTSOnline site?
- Before Proceeding
- Accessing the Re-enrolment form
- Completing the Re-enrolment Form
The Re-enrolment form
So you have a UTSOnline site for your CASS subject or course (or both) but there are no students in it. As an Instructor, you can manually add students but this can be a time-consuming process especially with subjects that enrol many students. Another problem with manually adding students is maintaining student enrolment in your UTSOnline site throughout the session. What happens when a student withdraws during a session? When should students be removed?
To overcome these obstacles, Instructors have access to the UTSOnline Re-enrolment form. Through the submission of the Re-enrolment form, an Instructor can choose when all students in their subject are automatically added and removed from their UTSOnline site. The Re-enrolment form also enables the automatic deactivation of students who withdraw during the session so an Instructor does not need to worry about maintaining the student list in their UTSOnline site.
How does submitting the Re-enrolment form add students to my UTSOnline site?
When you submit the Re-enrolment form, a request is sent to the Flexible Learning Team containing the enrolment criteria that you specified in the Re-enrolment form. If there are no issues with the enrolment criteria, the request is then processed. Your UTSOnline site will now be available to receive student enrolments based on information received from the Curriculum and Student System (CASS) and/or My Subject Activities (MSA+) which is the system used for student class timetabling and class lists at UTS. When the student enrolment date specified in the Re-enrolment form is reached, any student whose CASS and/or MSA+ enrolment status matches the enrolment criteria specified in your Re-enrolment form submission will be automatically added to your UTSOnline site.
1. Confirm the correct session
Before the Re-enrolment form can be accessed, you will be prompted to choose a session for enrolment e.g. Autumn Session, Spring Session etc. Selecting the correct session is paramount in ensuring that students are automatically enrolled in your UTSOnline site. If the wrong session is selected, no students will be added to your site. It can be quite easy to select the wrong session as some sessions are similarly labelled. For example, if your subject is accepting enrolments for the December Session, you might mistakenly select the Dec-Feb Session or even the Summer Session since it starts in December. If you are unsure as to what session is accepting student enrolment for your subject, contact the Administration Office in your Faculty.
2. Are you an Instructor?
Any staff member who has access to UTSOnline can submit a Re-enrolment form for any UTSOnline site – even if they are not an Instructor in that site. If you are not an Instructor and you are completing the Re-enrolment form, you will have to nominate an Instructor to approve your re-enrolment request. This means that your re-enrolment request will not be approved by the Flexible Learning Team until authorisation is received by an existing Instructor. If you are not an Instructor, it is recommended you contact an existing Instructor in the UTSOnline site you wish to re-enrol so that they can add you as an Instructor. This will save you time as the Flexible Learning Team will not have to seek authorisation from an existing Instructor to approve your re-enrolment request. For instructions on adding an Instructor, please refer to the Add/Remove Users help page.
Accessing the Re-enrolment form
To access the Re-enrolment form, log into UTSOnline, open the Forms For Subject Setup tab, and navigate to the Re-Enrol Existing UTSOnline Subjects section (see image below).
The Re-Enrol Existing UTSOnline Subjects section contains a list of all the UTSOnline sites you are an Instructor in. Select your UTSOnline site from this list and on the Re-Enrol for dropdown list that appears, select the session accepting student enrolment for your subject/course, then click on the Go button which will open a new window containing the Re-enrolment form (see image below).
NOTE: If the session you are after is not listed in the Re-Enrol for dropdown list, this is due to the session not being available for enrolment in UTSOnline. For dates when sessions become available for enrolment in UTSOnline, refer to the UTSOnline Available Sessions help page.
If you are not an Instructor of the UTSOnline site you are attempting to re-enrol, you will have to perform a search for that UTSOnline site using the Search tool in the Re-Enrol Existing UTSOnline Subjects section (see image below).
Completing the Re-enrolment Form
Sections on the enrolment form:
- Authorisation Required: Only appears for non-Instructors
- Select The Enrolment Sources
- Remove Previous Sessions Student Enrolment? Only appears for UTSOnline sites that have an active re-enrolment from another session.
- When Do You Want Student Enrolment To Begin?
- Keep Enrolments Up-To-Date?
- When Do You Want Students Removed From The Subject?
- Submit Form
Note: This section only applies to staff who are attempting to complete the Re-enrolment form for a UTSOnline site they are not an Instructor in.
If you are not an Instructor in the UTSOnline site you are attempting to re-enrol, the first configurable section of the Re-enrolment form is for you to select an existing Instructor to approve your re-enrolment request (see image below)
When you submit the Re-enrolment form, the Flexible Learning Team will contact the Instructor you selected to approve the following two requests:
- Processing your Re-enrolment form submission.
- Adding you as an Instructor in the UTSOnline site.
If you do not want to become an Instructor and just want the Re-enrolment form submission processed, tick the checkbox: I am submitting on behalf of the above chosen person, I do not want to be an Instructor in this subject.
Select The Enrolment Sources
An Enrolment Source in UTSOnline is a record that specifies which students listed in CASS and MSA+ are automatically added to a UTSOnline site. When you attach an enrolment source or multiple enrolment sources to your UTSOnline site, you are specifying which students will be automatically added to your UTSOnline site. Below is the list of enrolment source settings provided in the Select The Enrolment Sources section of the enrolment form that will allow you to specify which students are added to your UTSOnline site. If this section is configured incorrectly, students may not be automatically added to your UTSOnline site so it is important to understand how the following enrolment source settings work.
Enrolment Source Setting 1: The CASS subject/course ID and name
The CASS subject/course ID and name setting determines which students are added to your UTSOnline site based on a student’s CASS subject/course enrolment. If a student is not Enrolled in the CASS subject for that session or Admitted in the CASS course specified in the CASS subject/course ID setting, they will not be eligible for enrolment in your UTSOnline site. By default, this setting should already be populated.
If you would like to add another CASS subject/course alongside the existing CASS subject/course, click on the Add A CASS Subject/Course buttons, enter the ID of the new CASS subject/course in the <<CASS ID>> field, then select the new CASS subject/course from the list of results that appear (see image below):
If you would like to change the CASS subject/course in this setting, click on the Remove button located on the upper right of the enrolment source record to delete it then click on the Add A CASS Subject or Add A CASS Course buttons to create a new enrolment source.
Enrolment Source Setting 2: The Location
Note: this setting does not apply for CASS course enrolment, only CASS subject enrolment
The Location setting is used to specify the campus where the above CASS subject is taught. If you are submitting the re-enrolment form, the location should already be populated based on the previous session’s setting so you can skip this setting. If you are submitting the New Subject form, the Location setting needs to be confirmed. Use the dropdown list to select the location.
In most cases, only one location option should appear. However, if your CASS subject is taught in multiple campuses, you will see multiple options. Because an enrolment source can only contain one location, you will have to add another enrolment source alongside the existing enrolment source if your subject is enrolled in multiple campuses. To add a new enrolment source, refer to the Enrolment Source Setting 1: The CASS subject/course ID and name in the previous section.
Enrolment Source Setting 3: Please Enrol
Note: this setting does not apply for CASS course enrolment, only CASS subject enrolment.
By default, an enrolment source will select all students enrolled in a CASS subject to be added into a UTSOnline site which is true in most enrolment requests but there may be cases where you would like a subset of students in a CASS subject to be enrolled. The Please Enrol section contains three settings, two of which allow you to only add a subset of students through filtering:
- All Students At The Above Location: The default setting. No filtering. All students enrolled in the above CASS subject in the specified Location will be added to your UTSOnline subject.
- A Subset Of Students: Only add students based on the CASS settings defined under the Load Category, Attendance Mode, Availability No. and Study Mode.
- Specific Students By Activity: Only add students based on their MSA+ activity. Types of activities include lectures, seminars, tutorials, and workshops.
Enrolment Source Setting 4: Group Enrolment
Note: this setting does not apply for CASS course enrolment, only CASS subject enrolment
The Select The Enrolment Sources section has an added feature which is separate from the usual student enrolment settings in that it is a product of the previous three settings. The setting is seen in the form as: Put students in groups according to Allocate+ for tutorials/seminars, or simply put: the Group Enrolment setting. The Group Enrolment setting is an optional setting that allows an Instructor to request the creation and enrolment of groups into their UTSOnline site. Groups are useful for organising students in a UTSOnline site. How the Group Enrolment setting works is the Group Enrolment tool looks at the selected students defined in the CASS subject, Location, and Please Enrol enrolment source settings then determines the MSA+ activities associated with those students. Each of these MSA+ activities are then used as the foundation to create groups in your UTSOnline site. For example, if your subject has three MSA+ tutorial activities, the Group Enrolment tool will allow you to create three groups in your UTSOnline site with each group representing each MSA+ tutorial activity. Students will then be automatically enrolled into these UTSOnline groups based on their tutorial group assignment in MSA+.
So when are the groups created in your UTSOnline site? Refer to the below section: When Do You Want Student Enrolment To Begin? for more information.
Note: If the list of groups on the form appear incorrectly when checking the Put students in groups according to Allocate+ for tutorials/seminars setting, click on the All Students At The Above Location setting – even if it is already selected – in the Please Enrol section to reload the group setting.
Remove Previous Sessions Student Enrolment?
Note: This section will only appear for UTSOnline sites who have not removed students from another session.
This section is to ensure that students from different sessions do not overlap. For example, if you are enrolling Spring Session students into your UTSOnline site but Autumn Session students are still enrolled, this section will allow you to change the removal of Autumn Session students so that they are removed before Spring Session students are added into your UTSOnline site.
Why is it important to ensure there is no student overlap? Further down into the Re-enrolment form, you will have to specify the date when all students in your UTSOnline site are removed. When this date is reached, ALL students in your UTSOnline site are removed regardless of which session the student belongs to. For example, if Autumn Session students are due to be removed from your UTSOnline site after Spring Session students are enrolled, when the Autumn Session student removal date is reached all students including Spring Session students will be removed along with Autumn Session students. The student removal process does not discriminate which session a student belongs to. This is why it is important to prevent student overlap in a UTSOnline site. Please note that configuring the student removal date for one session on the same day students are enrolled from another session is still considered an overlap.
When Do You Want Student Enrolment To Begin?
Students are not automatically added to your UTSOnline site as soon as you submit the enrolment form. You need to specify a date on the form for when you would like students defined in the Select The Enrolment Sources section to be automatically added to your UTSOnline site.
The When Do You Want Student Enrolment To Begin section enables you to configure two dates:
- The date when students defined in the enrolment source(s) are automatically added to your UTSOnline site
- If you requested group enrolment, the date when groups are automatically created and students added to those groups in your UTSOnline site. By default, the group enrolment date is different to the student enrolment date. You can change the group enrolment date if you wish but it cannot be before the student enrolment date.
Keep Enrolments Up-To-Date?
By requesting automatic enrolment of students in your UTSOnline site via an enrolment form, the list of students will be kept in sync with the source cohort on CASS or MSA+ by default. Additionally, these same students will be automatically deactivated from your UTSOnline site when their CASS enrolment status no longer meets the enrolment requirements configured in the Enrolment Sources section. This means you don’t have to continually worry about managing student enrolment in your UTSOnline site. If the Keep Enrolments Up-To-Date setting is set to “Yes”, students in your UTSOnline site will automatically be deactivated if:
- The enrolment source is a CASS subject and the student’s enrolment status for the session in CASS changes from ‘Enrolled’ to a different status such as ‘Planned’ or ‘Withdrawn’.
- The enrolment source is a CASS course and the student’s enrolment status in CASS changes from ‘Admitted’ to ‘Withdrawn’.
- The enrolment source settings change and the student’s CASS/MSA+ enrolment status no longer meets the enrolment source criteria. For example, if the enrolment source Location setting changes from City Campus to China, any student who is enrolled in the City Campus will be deactivated.
- If the enrolment source is based on a specific MSA+ activity and the student updates their timetable to an MSA+ activity that is not listed as an enrolment source. For example, if the enrolment source only uses MSA+ activity ‘Lecture 1’ and a student changes their timetable from ‘Lecture 1’ to ‘Lecture 2’, the student will be deactivated.
Please note that students who are manually enrolled in a UTSOnline site i.e. were not enrolled via an enrolment form, are immune from automatic deactivation. If you would like to deactivate a manually-enrolled student, that student would have to be manually removed by an Instructor.
If the Keep Enrolments Up-To-Date section is set to “No”, students will remain enrolled in your UTSOnline site regardless of changes made to their CASS/MSA+ enrolment or changes to your enrolment source criteria.
When Do You Want Students Removed From The Subject?
Not to be confused with the above Keep Enrolments Up-To-Date section, this section determines when you want ALL students to be removed from your UTSOnline site.
A typical UTSOnline site is active for multiple sessions (and years) increasing the importance of maintaining the student enrolment list. You don’t want to see older students who no longer require access to your UTSOnline site distracting you from focusing on current students. Also, students who no longer require access to your UTSOnline site do not want to receive announcement notifications and site emails that no longer apply to them. To control student enrolment, the When Do You Want Students Removed From The Subject section in the enrolment form allows you to specify when all students in your UTSOnline site are removed at the end of the session. This section has the following removal options:
- Please REMOVE Students on the following date: Remove all students from your UTSOnline site on the date specified in the calendar. This also includes manually-enrolled students. Student-view accounts and non-student users such as Instructors and Teaching Assistants will not be removed.
- Please do not remove Students at the end of this session: Students will remain enrolled in your UTSOnline site until an Instructor manually removes them or until you request their removal at a later date.
If you requested Group Enrolment in the Select The Enrolment Sources section, you will have an additional removal option: Please REMOVE Students AND Groups on the following date. If this option is selected, all groups created from this enrolment form will be deleted along with the students. Any groups that are created manually within your UTSOnline site are unaffected by this option.
Once you have completed the enrolment form, click on the Submit Form button. If you have any questions or concerns or even suggestions on how the student enrolment process can be improved, you can enter them in the Comments and Feedback section prior to submitting the form. When you submit the form, you will receive a confirmation message and email. Your request will be forwarded to the Flexible Learning Team for processing. If the Flexible Learning Team have any issues processing the form, they will get in touch with you via email or phone call.
1. What can I do for UTS students whose enrolment has not been finalised?
Advise the student to contact a UTS Student Centre.
2. How do I know if my Re-enrolment form submission was received by the Flexible Learning Team?
When the Re-enrolment form has been properly submitted, you will receive a confirmation message and a separate email notification. Both the confirmation message and email notifications will only be sent to you – the submitter of the Re-enrolment form. If there are other Instructors in your UTSOnline site, they will not receive these notifications. If you do not receive the email notification, please log a request with the IT Support Centre.
3. The Re-enrolment form does not cater to how I want students enrolled in my UTSOnline site.
Because ‘one size’ will not fit all, there will be requirements or changes to the way a UTSOnline site is set up which fall outside the scope of the Re-enrolment form. If this is the case, please log a request with the IT Support Centre describing how you would like students to be enrolled in your UTSOnline site. A member of the Flexible Learning Team will get in contact with you to assist you with your enrolment requirements.